Job Description

Sacramental Records Office Assistant
Published: 09/09/2025

Saint Timothy Catholic Parish is looking for a full time Sacramental Records Office Assistant . This person is directly responsible to the Pastor and is charged with responsibility for keeping records of church documentation; primarily posting, processing, and safeguarding all sacramental records. The candidate performs all duties and responsibilities in alignment with the mission, vision, and values of the Catholic Archdiocese of Miami.

Responsibilities include:

• Record, update, complete, organize, and file all data related to registry books regarding Baptism, First Communion, Confirmation, Matrimony, and records of death, including requests for Sacrament certificates or sponsor forms.
• Field and handle phone calls and office visits relative to sacramental records, Baptisms, Weddings, and funerals.
• Organize, prepare, and maintain Baptism, Wedding, and Funeral scheduling, forms, and preparation of certificates.
• Assemble and file records relative to the Baptismal preparation classes rendered at the St. Timothy, as well as each family's completion of courses.
• Prepare request forms for permission to marry or receive Baptism in another parish.
• Record annulment notifications in the Marriage books.
• Prepare the Prayer of the Faithful for the Vigil Mass, Sunday Masses, and Holy Days of Obligation.
• Record and prepare Mass intention listing on a weekly basis.
• Assist with covering the reception desk and answering the Parish Office telephones when needed.
• Maintain ParishSoft database posting all parishioner registration data, contact information, financial contributions, and requests for envelopes.
• Prepare the quarterly transmission of parishioner data to the envelope company.
• Prepare census reports for the Archdiocese of Miami, twice per year.
• Coordinate the parish implementation of the program for the Protection of Children and Vulnerable Adults of the Archdiocese of Miami.
• Prepare the annual report for the Official Catholic Directory.
• Other duties as assigned.

Qualifications:

• Practicing Catholic who fully adheres to and models the Churchs teachings in faith and morals and has active participation in parish life.
• High School diploma or GED equivalent and three (3) years experience in a customer service environment required.
• Bachelor degree preferred; or equivalent theological and ministerial courses from Archdiocesan approved institution of higher education.
• Additional catechetical courses as needed, with training in theology or religious education recommended.
• Demonstrate readiness to participate in current and ongoing formation.
• Appropriate leadership, organizational, and facilitation skills with willingness to implement and work with existing programs, staff, and volunteers.
• Good time management skills required, including ability to manage several projects at the same time with accuracy in an environment of competing deadlines.
• Excellent customer service skills, including ability to maintain focus on and professionalism with people in challenging situations, both in person and by phone.
• Evident desire to serve the community and commit time and talents to this ministry.
• Helpful, supportive, and cooperative attitude with openness to give and receive constructive feedback to continually grow in the role.
• Superior computer literacy, including ability to navigate online applications and search engines effectively.
• Type at least 60 wpm with 90 % accuracy.
• Proficiency in MS Outlook, Word, Excel, and PowerPoint is required.
• Proficiency in ParishSoft Family Suite is preferred.
• Excellent oral and written English communication skills required, including clear speaking voice and good spelling and grammar.
• Proficient Spanish spoken and written communication skills strongly preferred.
• Supportive of the mission and basic tenets of Catholic Church and parish structures; Experience in Roman Catholic environment is a plus.

Subject line should read: Sacramental Records Office Assistant St. Timothy.

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